Job Description

Administration: Clinical Diary Scheduler

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Child and Adolescent Neuropsychology Group - Carlton VIC

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Administrative Support (Clinical Diary Scheduler) - Child and Adolescent Neuropsychology Group

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Location: Carlton, Victoria

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Position Type: Part-time (3 days a week, with potential to increase in the future)

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About Us: The Child and Adolescent Neuropsychology Group (CANGROUP) is a leading provider of child and adolescent neuropsychological and mental health services. Our dedicated team of neuropsychologists is committed to supporting the wellbeing of children and families.

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We are seeking a qualified, detail-oriented, and proactive Administrative Support team member to join us as a Clinical Diary Scheduler, playing a key role in supporting the clinic's day-to-day operations. We're looking for someone motivated to provide a caring, empathic, and professional approach to all clients, with an interest in working with children and neurodevelopment.

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Reporting to: Practice Manager

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Key Responsibilities

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Patient Scheduling & Coordination

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- Manage and coordinate the diaries of multiple neuropsychologists and allied health clinicians
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- Schedule neuropsychological assessments, feedback sessions and follow-up appointments
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- Manage appointment confirmations, reminders, cancellations and waitlists
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- Coordinate assessment logistics, including room bookings and ensuring required documentation is available
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- Optimise clinician schedules to balance efficiency with client needs
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Client & Family Communication

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- Serve as the primary point of contact for families via phone and email, providing compassionate and informative assistance
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- Greet and assist patients and families in a friendly, professional manner
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- Communicate clinical and administrative information to parents in clear, accessible language
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- Liaise with families, schools and referral sources regarding appointments
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- Navigate sensitive family situations and client concerns (e.g. costs, outcomes, wait times) with diplomacy and professionalism
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Documentation & Records

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- Maintain accurate and confidential client records in compliance with clinic policy and privacy requirements
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- Assist in preparing intake forms and supporting documentation
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- Assist in organising and preparing assessment reports
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Billing

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- Assist with billing, including verifying insurance/Medicare information and processing payments
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- Liaise with the finance team to ensure accurate, timely invoicing
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- Respond to billing-related enquiries clearly and professionally
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Team & General Office Support

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- Facilitate communication between clinicians, consultants and other clinic staff
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- Support the organisation of team meetings and events
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- Manage office supplies and general reception duties, including filing and maintaining a tidy, well-presented clinic space in line with OH&S; standards
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- Support other administrative tasks as required
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About You

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- Excellent written and verbal communication skills, with the ability to translate clinical information into clear, parent-friendly language
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- Strong multitasking and organisational skills in a rapid-paced environment
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- A friendly, approachable, and empathetic manner, with the ability to uphold confidentiality at all times
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- High proficiency in Microsoft 365 (Outlook, Excel, Word, Teams, Forms)
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- Sound judgement and composure when managing competing priorities or difficult conversations
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Qualifications & Experience

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- Minimum 2 years' experience as an administrative assistant in an allied health, medical, or legal setting
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- Familiarity with medical or mental health office procedures
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- Understanding of Medicare and private billing processes is advantageous
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- Full working rights in Australia required
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Perks

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- Competitive salary in line with the Health Professional and Support Services Award, commensurate with experience ($70,000-$80,000 including superannuation)
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- A friendly, supportive workplace focused on client and team wellbeing
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- The prospect to make a genuine, positive impact on the lives of children and families
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CANGROUP is an equal opportunity employer. We encourage candidates from all backgrounds to apply.

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📌 Administration: Clinical Diary Scheduler (Victoria)
🏢 Child and Adolescent Neuropsychology Group
📍 Victoria